Administrative Assistant – Facilities

Staff / Full-Time

Middlesex School, Concord, MA

Administrative Assistant – Facilities

FLSA Classification


Employment Category

Administrative Staff

Reports to

Director of Facilities

Benefits Eligibility

Full time benefits eligible


40 Hours per week, generally, Monday through Friday 7am –3:30pm with some Saturday work as needed, year-round


The Administrative Assistant in Facilities’ primary role is to support the leadership team in the department. The Middlesex facilities department manages the physical plant and natural resources of the 350-acre campus and over 500,000 square feet of buildings.  Additionally, the role will support the work order system, vendor management, special event support, and various office and clerical duties.

Supervisory Responsibilities:

  • None

Essential functions

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

  • Facilitating department workflow; including dispatching and tracking work orders and following up with customers to ensure that requirements have been fulfilled.
  • Coordinating special events working with Middlesex community and outside vendors. Conveying Middlesex requirements and coordinating the needs into work orders.
  • Monitor and maintain the department phone and email to ensure timely responses to all stakeholders.
  • Directing contractor and vendors to delivery locations and job sites.
  • Preparing campus signage.
  • Organizing invoices for timely submission.
  • Supporting supply procurement and inventory management.
  • Maintaining safety data sheets, certificate of insurance, and key file.
  • Reconciling clothing allowance for team members.
  • Other duties as assigned.


  • Excellent verbal and written communication skills.
  • Excellent interpersonal and customer service skills.
  • Excellent organizational skills and attention to detail.
  • Ability to work independently.
  • Ability to work in teams.

Work environment

  • In office environment.
  • In various buildings and spaces throughout campus.
  • Out of doors in fields and lawns

Physical demands

  • Prolonged periods sitting at a desk and working on a computer.
  • Remain standing for extended periods of time.
  • Ability to traverse various areas of the facility (including unpaved areas, dirt paths, uneven terrain, etc.) to set up for various events.
  • Must be able to lift up to 20 pounds unassisted.
  • Communication skills using the spoken and written word.
  • Ability to use a visual display terminal with continuous wrist movement on a keyboard.
  • Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example using a keyboard, sorting, etc.

Travel required

  • None

Required education and experience

  • High school diploma or equivalent required; Bachelor’s degree preferred.
  • Proficient with Microsoft Office, Google Apps, and Teleconferencing software.
  • Basic understanding of clerical procedures and systems such as recordkeeping and filing.

Additional eligibility requirements

  • Fully vaccinated for COVID-19.
  • Able to successfully complete CHRI, CORI, and SORI checks.

Other duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.


Middlesex School

Concord, MA
High School
Day, Boarding
All Gender